Privacy & Data Protection Policy

The South West Herts Narrowboat Trust (SWHNBT) is committed to protecting and respecting your privacy.

Introduction

This policy explains when and why we collect personal information about you, how we use it, how we keep it secure, and the circumstances when it may be disclosed to others. The policy also explains your rights in relation to that personal information.

We keep this policy under regular review and may change it from time to time, so please check this page for any updates.

Who are we?

We are the South West Herts Narrowboat Trust, care of 1 Eastnor, Bovingdon, Hemel Hempstead, Hertfordshire, HP3 0QL (referred to as “we” or “us”).

When do we collect your personal information?

• When you enquire or book one of our community narrowboats or become a member of the SWHNBT.
• Submit your details and qualification to become a registered helm.
• Enquire or book a training course.
• Join any SWHNBT committee or volunteer for the SWHNBT in any other capacity.
• Subscribe for email newsletters and updates.

What type of information do we collect?

• Your name, address, email address, and phone number to contact you.
• Financial and credit card information to process your bookings.
• Photographs for photo-verified certificates (e.g., RYA IW Helmsman certificate).

For participants in events, training programmes, and volunteering:

• Details of any relevant medical conditions affecting your participation (with your express consent).
• Emergency contact details (name, address, phone number).
• Training records and plans.
• Dietary requirements.

For applicants for roles (trustee, volunteer, contractor, etc.):

• Occupation and employment history.
• Boating, yachting, or seafaring experience.
• Health information relevant to your role (e.g., mental or physical conditions).
• Qualification details (including exam/assessment results).

Additional information collected through SWHNBT websites:

• Technical information, such as your IP address.
• Website cookies for analytics (can be blocked via browser settings).
• Email preferences and marketing opt-ins (with consent).

How long do we keep your information?

• We retain personal information only as long as necessary for the purposes collected or as legally required.
• We regularly review information to ensure retention is appropriate and delete or anonymise data when no longer needed.

Where do we store your personal information?

Your information may be held on secure servers owned by the SWHNBT or data processing partners. Some data may be transferred or stored elsewhere during events, with safeguards in place to prevent unauthorised access.

Your rights

• Access your personal information.
• Receive information about how your data is processed.
• Correct inaccuracies in your data.
• Request data erasure (though this may limit our services to you).
• Restrict or object to data processing.
• Request transfer of your data to yourself or another organisation.

If you have any complaints regarding data processing, you have the right to contact the Information Commissioner.

Policy last updated: 12 September 2023.

SWHNBT